White Plains Hospital is a proud member of the Montefiore Health System, serving as its tertiary hub of advanced care in the Hudson Valley. 

The Hospital is a 292-bed not-for-profit health care organization with the primary mission of providing exceptional acute and preventive medical care to all people who live in, work in or visit Westchester County and its surrounding areas. Centers of Excellence include the Center for Cancer Care, The William & Sylvia Silberstein Neonatal & Maternity Center and The Ruth and Jerome A. Siegel Stroke Center. The Hospital’s Flanzer Emergency Department is the busiest in Westchester County, with nearly 60,000 patient visits a year. White Plains Hospital performs lifesaving emergency and elective angioplasty in its Joan and Alan Herfort, MD, Cardiac Catheterization Laboratory and Marie Promuto Cardiac Catheterization Laboratory. White Plains Hospital has outpatient medical facilities across Westchester, including multispecialty practices in Armonk and New Rochelle; and Scarsdale Medical Group locations in Harrison and Scarsdale. 

The Hospital is fully accredited by the Joint Commission and earned its recognition as a Top Performer for Key Quality Measures® in 2015 and 2013. The Hospital received Magnet® designation in 2012 and 2016 from the American Nurses Credentialing Center (ANCC). In 2014, 2016 and 2018, White Plains Hospital received the Outstanding Patient Experience Award from Healthgrades®, given to only 10% of hospitals nationwide.

White Plains Hospital

You must have a high school diploma, 5 years supervisory experience, 3 years in engineering or healthcare, strong MS Office skills, and excellent communication and organizational abilities.

You will manage office tasks, assist engineering staff, coordinate schedules, maintain files, handle communications, support purchasing, ensure compliance, and oversee daily operations.

People, HR & Administration

White Plains

<div>
 <div>
  <div>
   <div>
    <div>
     <p><b>Title:</b></p><br>
    </div>
    <div>
     <p>Office Manager</p><br>
    </div>
    <div>
     <p><b>Job Code:</b></p><br>
    </div>
    <div>
     <p>100101</p><br>
    </div>
   </div><br>
   <p></p>
   <div>
    <div>
     <p><b>Department/Location:</b></p><br>
    </div>
    <p></p>
    <div>
     <p>Engineering 7745</p><br>
    </div>
    <p></p>
    <div>
     <p><b>FLSA Status: </b>Exempt</p><br>
    </div>
   </div><br>
   <p></p>
   <div>
    <div>
     <p><b>Reports to:</b></p><br>
    </div>
    <p></p>
    <div>
     <p>Vice President of Facilities, Directors &amp; Supervisors of Engineering</p><br>
     <p></p>
    </div>
   </div><br> <br>
  </div>
 </div>
 <p></p>
 <p><b>Position Summary</b></p>
 <p>The position of the Office Manager is responsible for managing the daily operations of the Engineering department. This includes administration of the cmms building maintenance program and observance of regulatory requirements.</p><br>
 <p></p>
 <p><b>Essential Functions and Responsibilities Includes the Following:</b></p>
 <p>1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.</p>
 <p>2. Promptly answers phone calls, able to prioritize and direct them to the appropriate person</p>
 <p>3. Maintains all files (paper &amp; electronic)</p>
 <p>4. Coordinate daily tasks with in-house engineers</p>
 <p>5. Greet and direct visitors, vendors, contractors, and employees to appropriate individual or department</p>
 <p>6. Performs office assistant functions for the Vice President Facilities and the Directors of Engineering Services Departments</p>
 <p>7. Assists with office duties for the Departments of the Facilities Division as needed</p>
 <p>8. Informs Engineering Management of all outstanding issues, including upcoming inclement weather</p>
 <p>9. Maintains up to date contact information of staff &amp; vendors</p>
 <p>10. Creates, maintains and modifies databases, spreadsheets, memos, presentations and other additional forms</p>
 <p>11. Manages administrative details in the cmms program including system audits, tickets, locations, procedures, users, materials, assets, roles, etc.</p>
 <p>12. Distributes all Preventive Maintenance work requests and tracks through completion ensuring schedules are strictly adhered to</p>
 <p>13. Manages on-call pagers &amp; schedules</p>
 <p>14. Demonstrates understanding and use of building drawings and blueprints</p>
 <p>15. Update &amp; audit engineering forms and documents necessary for compliance of Joint Commission, DOH, and other regulatory agencies.</p>
 <p>16. Compiles reports for regulatory inspections</p>
 <p>17. Ensures engineering tours and other environmental rounds are done as scheduled</p>
 <p>18. Manage and identify life safety deficiencies, evaluate, and record proper documentation for the regulatory compliance</p>
 <p>19. Completes purchasing functions of initiating purchase requisitions, check requests, submit invoices for payment, tracking, and receiving of items.</p>
 <p>20. Investigates vendor credit holds and other vendor payment issues utilizing purchasing department software</p>
 <p>21. Troubleshoots minor to moderate computer issues and supports departments' PDAs &amp; IPADs</p>
 <p>22. Assists the Director/Assistant Directors in developing and implementing new department and hospital programs &amp; policies, manages in a web-based program.</p>
 <p>23. Maintains and updates job descriptions with the directors.</p>
 <p>24. Mediates outside grounds/back driveway issues, deliveries, and waste management</p>
 <p>25. Works daily &amp; directly with construction contractors rectifying issues and organizing asset management</p>
 <p>26. Updates Departmental items on the WP Intranet as needed</p>
 <p>27. Maintains &amp; schedules calendars in Outlook as required; supply agendas &amp; coordinate meeting equipment (audio-visual)</p>
 <p>28. Oversee daily office operations including maintaining supplies &amp; equipment, distributing mail, and delegates to assigned clerical staff as needed.</p>
 <p>29. Assists with the orientation, development, and evaluation of clerical staff.</p>
 <p>30. Completes annual competency requirements</p>
 <p>31. Participates in Performance Improvement Initiatives</p>
 <p>32. Attends mandatory meetings &amp; in-services</p>
 <p>33. Performs all other related duties as assigned.</p>
 <p><b>Education &amp; Experience Requirements</b></p>
 <ul>
  <li>High School Diploma</li>
 </ul>
 <ul>
  <li>Associate's Degree Required, Bachelor's Degree preferred.</li>
 </ul>
 <ul>
  <li>Minimum five years of supervisory experience in an office setting required</li>
 </ul>
 <ul>
  <li>Minimum three years' experience in Engineering, facilities or technical field preferred.</li>
 </ul>
 <ul>
  <li>Three years of experience in healthcare preferred</li>
 </ul>
 <ul>
  <li>Minimum 6 years' experience with Microsoft Office, high proficiency required.</li>
 </ul>
 <ul>
  <li>Experience as an administrator of a computerized maintenance system software required</li>
 </ul>
 <p><b>Core Competencies</b>[LZ4]</p>
 <ul>
  <li>Ability to interact with patients, medical, administrative staff, contractors, consultants, regulatory officials, and the public effectively</li>
 </ul>
 <ul>
  <li>Demonstrates strong written and verbal communication skills, must speak, write, understand and communicate in English language</li>
 </ul>
 <ul>
  <li>Demonstrates ability to maintain composure under stress, prioritize competing issues and undertakes multiple tasks simultaneously</li>
 </ul>
 <ul>
  <li>Possesses exceptional organizational skills</li>
 </ul>
 <ul>
  <li>Ability to actively listen to ideas and concerns and respond in an appropriate manner</li>
 </ul>
 <ul>
  <li>Demonstrates a flexible attitude and ability to respond to a rapidly changing and demanding environment</li>
 </ul>
 <ul>
  <li>Self-starter, self-motivated and ability to work with minimal supervision</li>
 </ul>
 <ul>
  <li>Flexible, organized and able to set priorities</li>
 </ul>
 <ul>
  <li>Excellent telephone manners and good communication skills</li>
 </ul>
 <ul>
  <li>Exhibit courteous, cooperative and professional attitude at all times</li>
 </ul>
 <p><b>Physical/Mental Demands/Requirements &amp; Work </b><b>Environment</b></p>
 <ul>
  <li>Must be physically able to remain in a stationary position for extended periods of time</li>
 </ul>
 <ul>
  <li>Must be able to perform word processing/computer work for extended periods of time</li>
 </ul>
 <ul>
  <li>Use of hand coordination and finger dexterity</li>
 </ul>
 <ul>
  <li>Must have the ability to concentrate for extended periods of time, with distractions and high stress</li>
 </ul>
 <ul>
  <li>Able to identify and react quickly to urgent issues</li>
 </ul>
 <ul>
  <li>Perform repetitive functions</li>
 </ul>
 <ul>
  <li>Identify and differentiates colored objects closely and far away and hears normal sounds with some background noises.</li>
 </ul>
 <ul>
  <li>May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital's SDS (Safety Data Sheet) data base and may be accessed through the hospital's Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.</li>
 </ul>
 <p><b>Primary Population Served</b></p>
 <p>Check appropriate box(s) below:</p>
 <div>
  <div>
   <div>
    <div>
     <p>?Neonatal (birth – 28 days)</p><br>
    </div>
    <div>
     <p>?Patients with exceptional communication needs</p><br>
    </div>
   </div><br>
   <div>
    <div>
     <p>?Infant (29 days – less than 1 year)</p><br>
    </div>
    <div>
     <p>?Patients with developmental delays</p><br>
    </div>
   </div><br>
   <div>
    <div>
     <p>?Pediatric (1 – 12 years)</p><br>
    </div>
    <div>
     <p>?Patients at end of life</p><br>
    </div>
   </div><br>
   <div>
    <div>
     <p>?Adolescent (13 – 17 years)</p><br>
    </div>
    <div>
     <p>?Patients under isolation precautions</p><br>
    </div>
   </div><br>
   <div>
    <div>
     <p>?Adult (18 – 64 years)</p><br>
    </div>
    <div>
     <p>?Patients with cultural needs</p><br>
    </div>
   </div><br>
   <div>
    <div>
     <p>?Geriatric (&gt; 65 years)</p><br>
    </div>
    <div>
     <p>?All populations</p><br>
    </div>
   </div><br>
   <div>
    <div>
     <p>?Bariatric Patients with weight related comorbidities</p><br>
    </div>
    <div>
     <p>? Non-patient care population</p><br>
    </div>
   </div><br>
  </div>
 </div>
 <p></p>
 <p><b><i>The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.</i></b></p>
 <p></p>
 <div>
  <br>
  <div>
  </div>
 </div><br>
 <p></p>Location: White Plains Hospital · Engineering<br> Schedule: Full Time, Day, Mon-Fri 8A-4P
</div>


 
  
   
    
     Title:
    
    
     Office Manager
    
    
     Job Code:
    
    
     100101
    
   
   
   
    
     Department/Location:
    
    
    
     Engineering 7745
    
    
    
     FLSA Status: Exempt
    
   
   
   
    
     Reports to:
    
    
    
     Vice President of Facilities, Directors & Supervisors of Engineering
     
    
    
  
 
 
 Position Summary
 The position of the Office Manager is responsible for managing the daily operations of the Engineering department. This includes administration of the cmms building maintenance program and observance of regulatory requirements.
 
 Essential Functions and Responsibilities Includes the Following:
 1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
 2. Promptly answers phone calls, able to prioritize and direct them to the appropriate person
 3. Maintains all files (paper & electronic)
 4. Coordinate daily tasks with in-house engineers
 5. Greet and direct visitors, vendors, contractors, and employees to appropriate individual or department
 6. Performs office assistant functions for the Vice President Facilities and the Directors of Engineering Services Departments
 7. Assists with office duties for the Departments of the Facilities Division as needed
 8. Informs Engineering Management of all outstanding issues, including upcoming inclement weather
 9. Maintains up to date contact information of staff & vendors
 10. Creates, maintains and modifies databases, spreadsheets, memos, presentations and other additional forms
 11. Manages administrative details in the cmms program including system audits, tickets, locations, procedures, users, materials, assets, roles, etc.
 12. Distributes all Preventive Maintenance work requests and tracks through completion ensuring schedules are strictly adhered to
 13. Manages on-call pagers & schedules
 14. Demonstrates understanding and use of building drawings and blueprints
 15. Update & audit engineering forms and documents necessary for compliance of Joint Commission, DOH, and other regulatory agencies.
 16. Compiles reports for regulatory inspections
 17. Ensures engineering tours and other environmental rounds are done as scheduled
 18. Manage and identify life safety deficiencies, evaluate, and record proper documentation for the regulatory compliance
 19. Completes purchasing functions of initiating purchase requisitions, check requests, submit invoices for payment, tracking, and receiving of items.
 20. Investigates vendor credit holds and other vendor payment issues utilizing purchasing department software
 21. Troubleshoots minor to moderate computer issues and supports departments' PDAs & IPADs
 22. Assists the Director/Assistant Directors in developing and implementing new department and hospital programs & policies, manages in a web-based program.
 23. Maintains and updates job descriptions with the directors.
 24. Mediates outside grounds/back driveway issues, deliveries, and waste management
 25. Works daily & directly with construction contractors rectifying issues and organizing asset management
 26. Updates Departmental items on the WP Intranet as needed
 27. Maintains & schedules calendars in Outlook as required; supply agendas & coordinate meeting equipment (audio-visual)
 28. Oversee daily office operations including maintaining supplies & equipment, distributing mail, and delegates to assigned clerical staff as needed.
 29. Assists with the orientation, development, and evaluation of clerical staff.
 30. Completes annual competency requirements
 31. Participates in Performance Improvement Initiatives
 32. Attends mandatory meetings & in-services
 33. Performs all other related duties as assigned.
 Education & Experience Requirements
 
  High School Diploma
 
 
  Associate's Degree Required, Bachelor's Degree preferred.
 
 
  Minimum five years of supervisory experience in an office setting required
 
 
  Minimum three years' experience in Engineering, facilities or technical field preferred.
 
 
  Three years of experience in healthcare preferred
 
 
  Minimum 6 years' experience with Microsoft Office, high proficiency required.
 
 
  Experience as an administrator of a computerized maintenance system software required
 
 Core Competencies[LZ4]
 
  Ability to interact with patients, medical, administrative staff, contractors, consultants, regulatory officials, and the public effectively
 
 
  Demonstrates strong written and verbal communication skills, must speak, write, understand and communicate in English language
 
 
  Demonstrates ability to maintain composure under stress, prioritize competing issues and undertakes multiple tasks simultaneously
 
 
  Possesses exceptional organizational skills
 
 
  Ability to actively listen to ideas and concerns and respond in an appropriate manner
 
 
  Demonstrates a flexible attitude and ability to respond to a rapidly changing and demanding environment
 
 
  Self-starter, self-motivated and ability to work with minimal supervision
 
 
  Flexible, organized and able to set priorities
 
 
  Excellent telephone manners and good communication skills
 
 
  Exhibit courteous, cooperative and professional attitude at all times
 
 Physical/Mental Demands/Requirements & Work Environment
 
  Must be physically able to remain in a stationary position for extended periods of time
 
 
  Must be able to perform word processing/computer work for extended periods of time
 
 
  Use of hand coordination and finger dexterity
 
 
  Must have the ability to concentrate for extended periods of time, with distractions and high stress
 
 
  Able to identify and react quickly to urgent issues
 
 
  Perform repetitive functions
 
 
  Identify and differentiates colored objects closely and far away and hears normal sounds with some background noises.
 
 
  May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital's SDS (Safety Data Sheet) data base and may be accessed through the hospital's Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.
 
 Primary Population Served
 Check appropriate box(s) below:
 
  
   
    
     ?Neonatal (birth – 28 days)
    
    
     ?Patients with exceptional communication needs
    
   
   
    
     ?Infant (29 days – less than 1 year)
    
    
     ?Patients with developmental delays
    
   
   
    
     ?Pediatric (1 – 12 years)
    
    
     ?Patients at end of life
    
   
   
    
     ?Adolescent (13 – 17 years)
    
    
     ?Patients under isolation precautions
    
   
   
    
     ?Adult (18 – 64 years)
    
    
     ?Patients with cultural needs
    
   
   
    
     ?Geriatric (> 65 years)
    
    
     ?All populations
    
   
   
    
     ?Bariatric Patients with weight related comorbidities
    
    
     ? Non-patient care population
    
   
  
 
 
 The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.
 
 
  
  
  
 
 Location: White Plains Hospital · Engineering Schedule: Full Time, Day, Mon-Fri 8A-4P


White Plains Hospital

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